Executive Assistant to the Chief Financial Officer

Good Shepherd Hamilton & Toronto; Hamilton; On-site; CAD 46,000 - 54,000; Full time

Benefits offered by this job

Extended Health Benefits

Education & Development

Employee Assistance Program

Disability accommodations

Job summary

Good Shepherd Hamilton & Toronto is seeking an experienced Executive Assistant to support the CFO on our Administration team in Hamilton, Ontario. You will manage the CFO’s calendar, travel, meeting materials, and critical reports, while safeguarding confidential information and coordinating with the Finance team.

You bring 3–5 years of senior-level support, a Finance or Office Admin background, strong MS Office skills, and a proven ability to handle multiple priorities with discretion.

Qualifications

• 3 to 5 years of executive support to senior leaders in finance, accounting, or corporate settings.
• Diploma or degree in Business Administration, Finance, Accounting, Office Administration, or related field.
• Experience preparing executive-level reports, presentations and communications.
• Exposure to accounting, bookkeeping or budgeting processes.
• Advanced proficiency with MS Office 365 (Outlook, Excel, Word, PowerPoint, Teams).
• Strong organizational, written and verbal communication, and interpersonal skills.
• Ability to manage multiple priorities with minimal supervision and discretion.
• Ability to use AI tools appropriately and responsibly.
• Experience with NetSuite or similar financial systems is an asset.
• Committed to anti-racist/anti-oppressive practice; language skills an asset.

Responsibilities

• Manage CFO calendar, meetings, travel arrangements and prioritize requests.
• Prepare agendas, presentations, reports and meeting materials.
• Attend meetings and record minutes, decisions and action items.
• Draft and proofread executive correspondence and reports.
• Coordinate executive expense reports and reimbursements.
• Maintain Finance records, contracts, policies and related documentation.
• Support month-end, year-end and audit preparation with admin coordination.
• Create tracking logs, reporting tools and follow-up records.
• Liaise between CFO, senior leadership, Board and external stakeholders.
• Support budget presentations and financial planning documentation.

Skills

Executive support

MS Office 365

Organizational skills

Multi-priority management

Confidentiality

Problem solving

Liaison with senior leaders

AI tools usage

Education

Business Admin/Finance/Accounting/Office Administration degree or diploma

Tools

NetSuite

Microsoft Office 365

AI tools

Job description

HOURS:

Monday to Friday, 8:30am - 4:30pm

Rate of Pay:

$33.10 - $39.48/hour (Starting salary will be determined by factors such as relevant experience, qualifications, internal equity, and market conditions)

Reason For Posting:

The posting is for a new position

Who We Are

At Good Shepherd, we are committed to providing hope and enhancing dignity and self-determination for individuals and families. To learn more about Good Shepherd, visit our website at www.goodshepherdcentres.ca

This opportunity is with our Good Shepherd Administration team.

How You Will Make An Impact

Reporting to the Chief Financial Officer, the Executive Assistant provides high-level administrative, organizational and operational support to the CFO while supporting the Controller and Finance team with departmental administration, reporting coordination, document management and related activities.

• Demonstrate a commitment to the mission and values of Good Shepherd through professionalism, responsibility, availability, adaptability, quality, hospitality and dignity
• Manage the CFO's calendar, appointments, meetings and travel arrangements while coordinating and prioritizing requests
• Schedule and track tasks, deadlines, timelines and follow-up items
• Prepare agendas, presentations, reports, correspondence and meeting materials
• Attend meetings as required and record minutes, decisions and action items
• Draft, edit and proofread executive correspondence, reports and communications
• Coordinate executive expense reports and reimbursement submissions
• Handle confidential and sensitive executive, financial and organizational information with professionalism, discretion and sound judgment
• Support the Controller and Finance team with financial reporting packages, forms, templates, routine reports and departmental administration
• Maintain Finance records, contracts, policies, procedures and related documentation
• Coordinate invoice approvals, document routing and filing processes
• Support month-end, year-end and audit preparation through administrative coordination and document management
• Prepare presentations and supporting materials for Executive Leadership, Finance Committee and Board meetings
• Create and maintain spreadsheets, tracking logs, reporting tools and follow-up records
• Support budget presentations, financial planning documentation and related materials
• Act as a liaison between the CFO, senior leadership, Board members, auditors, financial institutions and other internal and external stakeholders
• Coordinate Finance-related communications and respond to or redirect departmental inquiries
• Support strategic initiatives, departmental priorities and special projects as assigned
• Retrieve financial information required by funders and other stakeholders
• Observe all health and safety rules and work in compliance with the provisions of the Occupational Health and Safety Act and its regulations

What You'll Bring To Our Team

• 3 to 5 years of experience providing administrative or executive support to senior leaders, preferably within a finance, accounting, legal or corporate environment
• Diploma or degree in Business Administration, Finance, Accounting, Office Administration or a related field, or an equivalent combination of education and experience
• Experience preparing executive-level reports, presentations, meeting materials, correspondence and communications
• Previous exposure to accounting, bookkeeping or budgeting processes is required
• Advanced proficiency with Microsoft Office 365, including Outlook, Excel, Word, PowerPoint and Teams
• Strong organizational, project coordination, written and verbal communication and interpersonal skills
• Excellent attention to detail and accuracy
• Ability to manage multiple priorities and deadlines, anticipate needs, work independently with minimal supervision and demonstrate initiative and problem-solving skills
• Ability to maintain confidentiality and exercise sound judgment and discretion when handling sensitive information
• Ability to use artificial intelligence tools appropriately and responsibly in support of assigned work and organizational requirements
• Experience with NetSuite or a similar financial system would be an asset
• Committed to anti-racist/anti-oppressive practice and to the mission and values of Good Shepherd
• Fluency in a language in addition to English is an asset

What We Offer

• Be a part of a caring TEAM THAT SUPPORTS OUR LOCAL COMMUNITY
• Support for continuing EDUCATION AND PROFESSIONAL DEVELOPMENT
• Staff recognition programs along with access to self-care support and EMPLOYEE / FAMILY ASSISTANCE PROGRAM (EAP)
• POSITIVE and ENCOURAGING atmosphere
• Make a difference and provide HOPE
• Extended Health Benefits

Join our team and be part of a group that values professionalism, dedication, collaboration, and the opportunity to make a meaningful contribution to the Good Shepherd community.

Good Shepherd, a ministry of the Hospitaller Order of St. John of God, is an equal opportunity employer operating within an anti-racist and anti-oppression framework. We strive to establish workplaces that reflect and are enhanced by the rich diversity of the community we serve.

Good Shepherd welcomes and encourages applications from all people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process. If you need accommodations, please contact Human Resources at 905-528-5877.

Salary: $33.10 - $39.48 per hour